Effective March 7, 2009, the customer check acceptance functionality in POS ONE systems will be enhanced to include a bad check file. Post Offices™ and postal retail units with POS ONE equipment will have an automated process that identifies customers listed on the bad check list. The bad check file is the electronic version of the paper bad check list that will reside in the system. When a check is being accepted for payment, as part of the endorsement process or when check information is manually entered, the system will:
n Validate that the check’s bank routing number meets the USPS®-provided industry standard.
n Validate that the account number is 1 to 17 alphanumeric characters.
n Validate that the check number is 1 to 10 alphanumeric characters.
n Validate the check’s bank routing number and account number against the bad check file residing in the system prior to acceptance of the check.
If a customer’s check is listed in the POS bad check file, the POS screen will display a message declining the check. Instructions displayed on the POS screen are as follows:
1. Inform the customer his or her check has been declined because the account is on the USPS “Do Not Accept Checks” list.
2. Return the check to customer and request another form of payment.
3. If customers have questions, they can call the Accounting Help Desk at 1-866-974-2733 and inform the agent that their check was rejected by the Post Office because it is on the USPS “Do Not Accept Checks” list.
Note: There is a supervisor override feature included with this release. If the customer’s check is listed in the bad check file in error, a supervisor may override the system to accept the check. The use of the override feature will be monitored by supervisor user IDs.
Handbook F-101, Field Accounting Procedures
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9 Cash Management
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9-3 Checks
9-3.1 Overview
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[Add the following note at the end of this section:]
Note: POS systems have a bad check file which is an electronic version of the bad check list. If a check accepted through the POS system is listed in the bad check file, the check will be declined and the RA must request another form of payment from the customer. If a customer is listed in the POS bad check file in error, the supervisor has the option to override the system to accept the check.
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9-3.5 Returned Customer Checks
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9-3.5.3 Bad Check List
[Revise 9-3.5.3 to read as follows:]
Accounting Services generates a national bad check list. The list is sorted by area and forwarded to each district Finance manager (DFM) or designee for distribution to postal retail units (PRUs) and business mail entry units (BMEUs) within each district. (POS systems have a bad check file which is an electronic version of the paper bad check list.)
Accounting Services removes customers from the bad check list once their debt is paid. However, local management may, at their discretion, continue to keep a customer on the bad check list.
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We will incorporate the revision into the next online edition of the Handbook F-101 on the Postal Service™ Intranet.
n Go to http://blue.usps.gov/finance.
n Under “References,” click Accounting Reference.
n Under “References,” click the pdf or word doc link for “Revised Handbook F-101, Field Accounting Procedures (FAP).”
n The direct website address is http://blue.usps.gov/accounting/_pdf/HandbookF-101.pdf.
— Accounting Policy,
Controller, 2-26-09
